Privacy & cookie policy

This website is operated by Groen Groeien Events, Koekoekstraat 44, 9870 Zulte. For all questions and comments regarding the website and in connection with this notice, please contact us at the above address or at the e-mail address iob@groengroeien.be.

Groen Groeien Events (further in this statement also "we" or "us") considers the protection of your personal data very important. With this privacy statement we want to inform you about our policy regarding the processing of personal data that you provide to us via our website or in the context of our activities.

This privacy statement may be modified, e.g. in response to changes to our services, feedback we receive or changes to legislation. We therefore recommend that you check this privacy statement regularly. Important changes will be announced via our website.

This version of the privacy statement was last amended on March 1, 2023.
 

1. When does this privacy statement apply?

This privacy statement applies to the processing of your personal data in the context of the activities of Groen Groeien Events, including the services we offer through our website iob.groengroeien.be in the context of the International Swimming Pond Conference 2023. 
 

2. Who is responsible for processing your personal data?

Groen Groeien Events is responsible for the processing of your personal data. This means that Groen Groeien Events determines for which purposes and by which means your personal data are processed.
 

3. Which personal data do we process about you?

We collect your personal information in three ways:

3.1. Information provided by you

If you wish to receive certain services or products, participate in the International Swimming Pond Conference 2023 or request services that require registration (such as receiving our newsletters, membership forms or contacting us) we may ask you to provide certain personal data.

In this case, we usually collect data such as your address title, first name, last name, gender, date of birth, e-mail address, telephone number, address data, profession, membership number, company specializations and interests, VAT number.

You guarantee that the data you communicate to Groen Groeien Events belongs to you, or at least that you have permission to use the data you communicate to us and to communicate Groen Groeien Events. Groen Groeien Events can deny you access to its website or parts of it, temporarily or permanently, when you use false data or data of third parties without their consent.

3.2. Automatically obtained information

When you browse our website, we collect information through cookies about the web pages you view, the products and services that interest you, etc. This information does not identify you directly, which means that we cannot tell who you are from the information from cookies. We can, however, merge this information with information we received from you at the time you provided it to us.

To do this, we process information such as your browser type or IP address, the operating system you are using or the domain name of the website from which you came to or leave our website. More information about this can be found in our Cookie Statement.

3.3. For what purposes and on what basis do we collect your personal data?

Groen Groeien Events processes personal data for the following purposes:

• in the context of membership management and to grant you the benefits of being a member of Groen Groeien (such as e.g. access to our membership activities, discounts, participation in our activities, etc.);
• to answer your questions and to exchange information;
• to keep you informed of our activities (such as e.g. through newsletters, invitations, etc. );
• to provide you with the products or services you have requested or for which you have registered;
• to register your participation the International Swimming Pond Conference 2023;
• to inform you about the offerings of Groen Groeien;
• to exchange participant information with our partners, such as IOB, the partner hotel;
• to inform participants in activities about our activities; 
• in the context of archiving in the public interest based on the Archives Act of 1955;
• for the technical and functional management of our website and to improve and secure it against cyber-attacks, among others;
• …

Depending on the service we provide to you through our websites or the activity we organize, the processing of your personal data is based on:

• your consent given by filling out the contact form, by subscribing to a newsletter or by participating in the International Swimming Pond Conference 2023. In these cases, you always have the right to withdraw your consent (see more on this under point 9 "What are your rights and how can you exercise them?").
• your request to take steps prior to entering into an agreement, e.g. when you wish to receive information in connection with membership of Groen Groeien and/or IOB.
• the performance of the agreement, e.g. in the context of your membership or when you participate in the International Swimming Pond Conference 2023.
• legal obligations resting on Groen Groeien Events if applicable.
• the legitimate interests of Groen Groeien Events, including managing our website, informing our members and participants about our activities, exchanging information with our partners, i.e. Groen Groeien, IOB and the partner hotel.

Although the Groen Groeien Events website is generally not aimed at minors, we aim to process personal data of minors who have not yet reached the age of 13 years only if written consent is given by the parent or legal representative.
 

4. With whom do we share your data?

We may provide the data you provide to us to third parties if this is necessary for carrying out the purposes described under point 4 of this privacy statement. We make the necessary arrangements with these parties to ensure the security and confidentiality of your personal data. Their access is limited to the extent necessary for the performance of their function or assignment.

In the following cases, we communicate (certain of your) personal data to third parties:

• the co-organizers of the International Swimming Pond Conference 2023, i.e. Groen Groeien and IOB and entities closely associated with Groen Groeien Events
• identified processors acting on our behalf, such as e.g. printing, mailing, marketing and communication companies.
• IT service providers providing technical support. 
• Lawyers, advisors or insurers: in certain cases, we may disclose your personal data to lawyers, external advisors or insurers if necessary to defend our interests in court, to provide advice or in case of thefts or accidents during one of our activities.
• Authorities: depending on the situation, it is possible that we will disclose your personal data to police, judicial or other regulators if we believe that a law, regulation, or other lawful request or order requires us to do so.
   

5. Does Groen Groeien Events process your data outside the European Economic Area (EEA)?

Groen Groeien Events does not transfer personal data to parties established outside the EEA. However, service providers performing services for Groen Groeien Events may process your personal data outside the EEA. When that happens, we ensure that an adequate level of protection is provided, e.g., by concluding the European Commission's standard provisions - Article 46 General Data Protection Regulation (AVG)), or other safeguards for the protection of your personal data.

If you have questions about this or wish to obtain more information, you can send a dated and signed request to Groen Groeien Events, Koekoekstraat 44, 9870 Zulte.
 

6. How do we secure your personal data?

The personal data collected by Groen Groeien Events are stored in a computer file which is kept in a secure environment. Furthermore, only certain persons employed by Groen Groeien Events have access to your personal data.

Furthermore, we ensure that service providers who process personal data on our behalf always take the necessary security measures themselves.
 

7. How long do we keep your personal data?

Groen Groeien Events stores your personal data no longer than necessary for the purpose for which it was provided and takes into account the applicable legal retention periods. We keep data of participants of the International Swimming Pond Conference 2023 at least until after the conference on September 27 and 28, 2023 and for 5 years thereafter.

In addition, Groen Groeien Events may also retain data for archival purposes in the public interest under the Archives Act of 1955.
 

8. What about links to other websites and social media?

The website of Groen Groeien Events may contain references (e.g. via hyperlinks) to other websites provided by other companies or by social media. Groen Groeien Events is not responsible for the processing of personal data through those websites. Nor does this privacy statement apply to those websites.

If you share content from on our website via social media, your personal data will be visible to the users of that social media. Groen Groeien Events is not responsible for the processing of personal data through those social media. Nor does this privacy statement apply to those social media.
 

9. What are your rights and how can you exercise them?

You have a number of rights regarding the processing of your personal data. Some of these rights have a very specific scope or are subject to special conditions or exceptions.

First of all, you have the right to request access free of charge to the personal data processed by Groen Groeien Events, to have them corrected or to oppose their processing in general and the processing of your personal data for direct marketing purposes in particular.

Furthermore, you have the right to data erasure or restriction of processing, as well as the right to data portability and the right not to be subjected to profiling.

If the processing of your data is based on consent, you also have the right to withdraw your consent at any time, without prejudice to the lawfulness of the processing before the withdrawal of your consent.

You may notify Groen Groeien Events if you no longer wish to be kept informed of its own range of products and services.

Requests to exercise your rights can be made free of charge by sending a written, dated and signed request with proof of your identity by mail (Groen Groeien Events, Koekoekstraat 44, 9870 Zulte.) or by e-mail (iob@groengroeien.be) to Groen Groeien Events.

In accordance with Article 77 of the General Data Protection Regulation (AVG), you also have the right to lodge a complaint with a supervisory authority, which in Belgium is the Data Protection Authority. You can contact it at contact@apd-gba.be  
 

10. How can you contact us?

If you have further questions about the processing of your personal data, you can always contact us:

• via the contact form on our website;
• by e-mail to iob@groengroeien.be;
• by mail to Groen Groeien Events, Koekoekstraat 44, 9870 Zulte.